Wineally User Guide for Restaurants

Introduction

Welcome to Wineally! 

Wineally is an app and Business System that can be used in various ways to match wine and food, at restaurants or at home for takeaway. 

Your guests can use Wineally on mobile and tablet devices to match the wines on your wine list with the dishes on your menu. 

Wineally can be saved on the devices that your staff is using in the restaurant when taking orders and recommending wines to match dishes with, or dishes to match wines, to guests. Then they place the order as usual in your restaurant’s POS-system. 

Using Wineally as a management and inventory tool can help you minimise costs and maximise opportunities for getting the most out of your wine service.  

One of the big benefits for you and your restaurant is that guests will be willing to spend more on wine since with Wineally, they can get great wine and dish experiences. This means more revenues for the restaurant and most likely more tips for your staff, as guests will be happier and more satisfied!

So, no more feeling uncomfortable when choosing wine as a guest or waiter, and no more picking the cheapest wine or a glass of house red to avoid disappointing wine experiences. 

Account information

1.0 – Overview
1.1  – Company information & location
1.2  – My account
1.3 – User management

1.0 Overview

To get to the account information section, click on the hamburger menu icon in the top right of the Wineally interface and then select ‘Account information’.  

You don’t need to make changes here often, but this section contains some valuable and required information that you will fill out when you log in for the first time. Please note that you will only be able to see the tabs available for your user level (Wineally Restaurant user positions – 1.3).  

1.1 Company information & location

The ‘Company information’-tab contains fields used to detail the fundamental information concerning your restaurant. It is important that all of this information is filled out and then kept up-to-date for you to get the most out of your Wineally Restaurant licence. Simply go from the top to bottom and ensure that each field is filled out and accurate. 

The ‘Location’-tab is also very important. By setting this up correctly, you will enable all Wineally users to find your restaurant and know that they can visit your restaurant for a great wine and dine experience. Begin by clicking the link to ‘Find the Google Place ID’ which will take you to Google’s Place ID finder, where you need to enter your restaurant’s address. The tool will then give you the Place ID for your address, which you will need to enter in the ‘Google Place ID’-field in the ‘Location’-tab in Wineally.

Once you have done that, press ‘Save’ and you are done! Congratulations, your restaurant is now visible to all Wineally users when they search for nearby restaurants! 

(The image below is a showcase of how it looks like in the Wineally app, when a guest searches for restaurants nearby) 

1.2 My account

On the ‘My account’-tab you can update your name and password by simply updating the associated fields and then clicking ‘Save’ or ‘Change password’ respectively. It is also possible to use Wineally in other languages by selecting your preferred language under the ‘Select language’ drop-down and then clicking ‘Save’. This will only change the language of your log in and won’t affect other users preferred language settings. If you change your e-mail, please contact your manager and they will create a new user log in with your new e-mail address. 

1.3 User management

On the ‘Users’-tab you can see the summary of all users associated with the restaurant’s Wineally account. Each user’s name, e-mail address and position are displayed, and you can update a user’s position (given you have the user level to do so) by clicking on the ‘Edit’-button at the bottom right of that user’s panel. Within the edit options there is also a ‘Delete user’-button that can be used when a user is no longer within the organisation. Deleting a user does not remove statistics that the user contributed to in other parts of Wineally, so you can safely do this without impacting your sales statistics within ‘Dashboard’ for example. 

Note that the ‘Position’ category determines a user’s access level within Wineally. If you wish to review the specifics of these access levels, you can click on ‘Privileges per position’ in the top right of the ‘Users’-tab. Please note, that users with the ‘Read-only’-position will have access to view all information in your Wineally account, but will not be able to make any changes.  

In the top left of the ‘Users’-tab is the button to ‘Invite user’ that you click on when adding users to the restaurant’s Wineally account.  

To add a new user, click on the ‘Invite user’ button and complete the following steps:   

  1. Enter the e-mail and assign the user a position from the ‘Position’ drop-down. 
  2. Click on the ‘Invite’-button. 
  3. The user will now receive an e-mail with a link to your Wineally account, where the user registers their name and creates a personal password. 
  4. Once the user has completed the registration, they will be added to the ‘Users’ tab and the “Invite pending” headline will disappear. 
Invited users that have not yet confirmed the invitation, will be seen as ‘Invite pending…’ so you can remind them to register their account. If the user haven’t registered their account within 14 days, you will need to delete the user and repeat the steps above to send them a new link.  

Dashboard

2.0 – Overview
2.1 – Wine sales performance

2.0 Overview

The Dashboard offers important information for restaurant management and can be found by clicking on ‘Dashboard’ in the menu. This is the section where you can track all user activities and your inventory, live. The Dashboard displays two tables of data to help you make sure you are getting the most out of your Wineally Restaurant licence. In the top left of the section, is a controller used to set the time period of the data shown in those two tables.
By default, the data is set to ‘Today’ but by clicking on ‘Today’ the system will open a panel giving you full control over the period for which you want to view data as shown below:
 

The quick options on the left of this panel, give you an easy way to view some of the most common periods in which to view reports, but it is also possible to set a custom date range. To do this, simply click on the first day of your desired range and then click on the final day. Whichever option you chose, Wineally will now display data for that period. 

2.1 Wine sales performance

The first table, ‘Wine Sales’, shows a list of the users in your restaurant’s Wineally account and statistics for their Wine Matcher usage within the time period you selected. Using this table, you can compare how many times each of your users has taken orders using the Wine Matcher along with summarised financial information for those orders (only wine). For example, you can find gross profit both for bottles sold and for glasses sold per user and all figures summed up at the bottom. Take some time to familiarise yourself with this table, as it will help you to understand how well your restaurant’s wine sales are performing and give you the ability to identify any areas of improvement. For example, if one of your users is generating significantly higher profits across their Wine Matcher usage than the others, it could raise overall restaurant performance if you ask that user to reveal some of their effective techniques to the others. This data could also be used to organise and track incentive programs or competitions for the restaurant’s service staff. 

By clicking on the headlines in the chart, you can sort the data any way you like. For example, by name, usage of the Wine Matcher, sold bottles etc.
If you have many users, you can also scroll within the table by clicking on the small arrows in the ‘User’ headline box.

The second table, ‘Bestsellers’, shows a list of your wines, ranked by their performance to help you to see which of your wines are performing best and which may need additional support or perhaps even a change of wine assortment. By default, the ‘Bestsellers’ table shows you the top 5 wines ranked by bottles sold, but you can view more than 5 wines in the table by clicking on ‘Show all’ in the top right. It is also possible to sort the wines by takeaway bottles sold, glasses sold and gross profit total in either ascending or descending order.

Below these two tables you will find an assortment of graphs that displays a breakdown of the types of wines that you have in your wine cellar. By reviewing these graphs, you will be able to gain a better understanding of the wines available in your restaurant by their price category, country, grape type etc. This information helps you to identify any gaps or obsolescence in your wine assortment, as well as to plan purchases and cash flow. 

For example, you may have noticed that you have a wine that sells quite poorly from the ‘Bestsellers’ table but that type of wine is overrepresented when you review the wine cellar graphs. It could be that a similar wine in your wine cellar is significantly cheaper or matches better with the dishes on your menu and thus the poorly sold wine is either:
– Not appearing often as a result to any dishes in the Wine Matcher
– Is losing out to its cheaper alternative

As another example your restaurant’s wines are displayed graphically by drinkability. This can assist in managing the volume of young wines you have that may be taking up inventory space or identifying wines that have passed their ideal window of drinkability and therefore should be sold as soon as possible. 

Wine suppliers

3.0 – Adding wine suppliers

For you to get the most out of the Wineally Business System it is important that you add all your wine suppliers correctly. You have to make sure that all of your suppliers are registered in Wineally, otherwise you will not get accurate inventory or be able to use the Wineally’s ordering features. 

If you purchase wines from wholesalers, you need to first add the Wine Merchant as your supplier and then add the e-mail address to the wholesaler so they can receive your orders.   

If you have suppliers who do not accept wine orders via email for instance because they:  

  • Only accept order by phone
  • Only accept orders in their extranet
  • Only accept orders in other purchasing systems

For these suppliers you need to add the e-mail address to the person in your organization who is responsible for placing these orders so they get notified and can keep track of the delivery.  

Why should I give access to my Wineally wine cellar to my suppliers? 

  • You will be given better sales support from your suppliers 
  • With your suppliers’ insights to the performance of your listed wines, they can reduce the risk of running out of stock of your listed wines 
  • The insight into stock levels and performance also helps them to keep you informed about changes among your listed wines such as vintage changes etc.   
  • Your suppliers can help you to increase the performance of your wines by presenting wines better matched with your dishes and help you with sales promotions 
  • Simplify the purchase process by placing orders directly to your suppliers through the Wineally Business System 
  •  

3.0 Adding wine suppliers

This section provides a list of your wine suppliers and their contact details, along with a link to a list of which of their wines you have in the ‘My wine cellar’-section, discussed in further detail in that chapter of this user guide (Chapter 7). 

To add a wine supplier simply click the ‘Add wine supplier’-button in the top right of the ‘Wine suppliers’-section. In the pop-up that appears you have the option of searching for the wine suppliers using the search box at the top as shown in the image below. 

If the supplier that you wish to add is already registered with Wineally, their name will appear as you begin searching. Fill in their contact details in the box that appears and then click ‘Save’. You will now be able to easily send that supplier wine orders via Wineally and if you choose to provide it, they will be able to view sales statistics for their wines that you buy from them, giving them opportunities to supply you more efficiently in the future. 

If the wine supplier that you wish to add is not registered in Wineally, you will need to click on ‘Add new wine supplier’ and then fill out their details manually in the box that appears before clicking ‘Save’. Once you have added a new wine supplier, an e-mail will be sent to the e-mail address that you added, letting them know that you and your restaurant are using Wineally and invite them to do the same. 

Register wines

4.0 – How to register wines
4.1  – Benefits

4.0 How to register wines

This section of Wineally is vital for the success of your Wineally experience, as it fuels most of the other sections. Registering your wines will be one of your highest priorities upon joining Wineally. To get there, open the main menu and select ‘Register wines’.

If the producer of the wine that you wish to register is in the Wineally database, then this process will be made even easier. Begin by typing the name of the producer in the ‘Producer’ field and select them from the drop-down that appears. When you click on the ‘Wine’ field you will be presented with the list of available wines from that producer and can simply select the one you wish to register. If the list is long, you can start typing the name of the wine and the list will be narrowed down to help finding the wine you wish to register. You may need to repeat this process for ‘Vintage’ and ‘Bottle size’ if there are multiple options for these fields after the wine have been chosen, otherwise they will be automatically filled.  

Once these fields have been filled out, a ‘Wine card’ appear with more detailed information on the selected wine. In this wine card you need to fill out some information that are specific to your restaurant such as the wine’s prices and the number of bottles you currently have of it in stock. These values will help to give you accurate financial statistics in other sections of Wineally. For example, the wine’s purchase price is not shown to guests using the Wineally app, but it is used within the Wineally Dashboard to give you statistics on gross profit per user. 

It is also important to connect the wine to the wine supplier you purchase it from by entering their name into the ‘Wine Supplier’ field at the bottom. As with previous fields, the options will be presented to you once you click on the field, you can also narrow down the list by entering the beginning of their name. When you have added all relevant information to the wine card you will need to save the entered data by clicking the ‘Add wine’-button in the bottom right of your screen. The wine is now registered within your Wineally account and can be found in the ‘My wine cellar’-section, ‘Wine inventory status’ and in the ‘Wine Matcher’ (if you have a minimum of 1 bottle of this wine). 

If the producer of a wine that you wish to register is not part of Wineally’s database yet, then you will need to use the ‘Add new producer’ feature by clicking on the red ‘+’ sign on the right of the ‘Producer’ field. You also need to use the add feature in the same way for the ‘Wine’ field and then fill in the required wine information before clicking the ‘Add wine’-button to finalise the process. After you have done this, Wineally’s Wine Data Team will confirm the information and either accept it or reject it, if you have registered a producer that doesn’t exist. Until it have been confirmed, you won’t be able to find the wine in the ‘Wine Matcher’-section. You will receive an e-mail when the producer have been confirmed or when it have been rejected. 

4.1 Benefits

Once all of your restaurant’s wines have been registered, their sales data can be shown in the statistics of the ‘Dashboard’-section, assisting your restaurant in maximising wine revenues. The wines can also be found in the ‘My wine cellar’-section, allowing you to generate purchase orders for them through Wineally and keep them in stock. Registered wines appear in the ‘Wine inventory status’-section, giving you the ability to minimise wastage and take control over your wine stocks. Perhaps most importantly they will be available to ‘Wine Matcher’ enabling your waiters and guests to match them with your restaurant’s menu and increase sales. 

Dishes

Well-known dish examples

Unsure how to enter the correct values of your dishes? Download our dish sheet containing hundreds of well-known dishes from all parts of the world to get a better idea of how certain dishes should be registered.

Please note: 
We always recommend that someone from the Kitchen Department register your dishes.

5.0 – Overview
5.1  – Adding dishes
5.2 – Dish updates 

5.0 Overview

At its core, Wineally is about providing great wine & food experiences and the ‘Dishes’-section is where the second half of that combination comes into play. The dishes you add here will be available for wine matching within the ‘Wine Matcher’ and the accuracy of the dish information will be a vital component of the wine matching accuracy, so it is very important to take your time with this section to keep the accuracy level as high as possible.

We recommend that the restaurant’s Head Chef or someone from the Kitchen Department are the ones to add dishes to Wineally.
 

To enter this section, open the main menu and select ‘Dishes’. Any dishes that have been added previously will be found under the tabs for ‘Starters’, ‘Main courses’ and ‘Desserts’. Below these tabs you will also find a field for sorting the dishes by name or date and a second field for filtering the displayed dishes by whether they are currently on the restaurant’s menu or not. To save you the time of adding, editing and removing dishes based on seasonal menu changes, Wineally allows you to take dishes off the Wineally menu (hide them in the ‘Wine Matcher’) or add them back on with a simple checkbox as shown below. This is found by clicking on the dish name which will open the dish card that also allows you to edit all aspects of the dish. 

5.1 Adding dishes

Adding dishes will be required during the setup of your Wineally account and any time you add a new dish to the restaurant’s menu. To add a dish, click the ‘Add new dish’-button at the top right of the ‘Dishes’-page. 

You will then be presented with a screen like the one shown above. Begin by entering the name of the dish which should match whatever it is called on your menu. Then for each of the four drop-down menus under ‘Dish properties’, click on the fields and select the most suitable category from the available options. Next you will need to assign a total of 100 value points to the sliders under ‘Flavours’. The goal here is to use all 100 value points to represent the dish’s overall flavour profile as accurately as possible and ensure that the ‘Wine Matcher’ can correctly match Dish-DNA with the Wine-DNA from the wines on your wine list.  

It is strongly recommended that your Head Chef or someone from the Kitchen Department, determines the slider values under ‘Flavours’. In order to assist this process here are some examples: 

Acidity: Sour, crisp or tart flavours from ingredients such as citrus, vinegar or tomatoes 

Bitterness: Sharp or pungent flavours from ingredients such as kale, broccoli or cocoa 

Heat: Spicy or burning flavours from ingredients such as chillies and peppers 

Sweetness: Sweet flavours from ingredients high in sugars 

Umami: Savoury flavours from ingredients such as meats, mushrooms and some cheeses 

Saltiness: Salty flavours from ingredients such as seafood, cured meats and added salt 

Fattiness: Satiating flavours from ingredients such as oils, animal fat and dairy 

The final step is to add ‘Eat in’ and ‘Takeaway’ prices (if sold for takeaway) in their respective fields at the bottom of the dish card before clicking ‘Save’ to finalise your dish. 

5.2 Dish updates

If changes have been made to a dish that have altered its overall flavour profile (even slightly) you should re-open the dish card by clicking on the dish’s name in your dishes list and edit the flavour values, remember to click ‘Save’ to keep your changes. This will instantly allow the ‘Wine Matcher’ to factor in these changes when matching wine to the dish. 

The total number of value points under ‘Flavours’ must remain at 100. It is strongly recommended that your Head Chef or someone from the Kitchen Department, determines the slider values under ‘Flavours’.

In order to assist this process, here are some examples:
 

Acidity: Sour, crisp or tart flavours from ingredients such as citrus, vinegar or tomatoes 

Bitterness: Sharp or pungent flavours from ingredients such as kale, broccoli or cocoa 

Heat: Spicy or burning flavours from ingredients such as chillies and pepper 

Sweetness: The sweet flavours from ingredients high in sugars 

Umami: Savoury flavours from ingredients such as meats, mushrooms and some cheeses 

Saltiness: Salty flavours from ingredients such as seafood, cured meats and added salt 

Fattiness: Satiating flavours from ingredients such as oils, animal fat and dairy 

If the price of the dish needs to be updated, then you will need to open the dish card by clicking on the dish name, adjust the prices in the dish prices fields and then click ‘Save’. 

Other beverages

6.0 – Overview
6.1  – Adding other beverages

6.0 Overview

To allow your service staff to take entire table orders using the ‘Wine Matcher’, there is a section allowing you to add the beverages, other than wines, on your menu in Wineally. This is where you will enter all beers, cocktails and non-alcoholic beverages that you offer, but it is important to note that none of these beverages will be able to match with food within the ‘Wine Matcher’. To begin adding these to Wineally, open the main menu and click on ‘Other beverages’. 

If you have previously added beverages, they will be displayed here in alphabetical order. Each added beverage has a name and two price fields for eat-in and for the takeaway price respectively. The beverage name or prices can be updated at any time by directly clicking on the field you wish to edit and entering the new value. 

6.1 Adding other beverages

To add a beverage to this section, click on the ‘Add new beverage’-button in the top right of the page and a new blank beverage card will be added to the list, just like the one shown below. 

You will now need to give the beverage a name and add the relevant prices before clicking ‘save’ in the bottom right to finalise the addition. The drink will now be available for adding to table orders through the ‘Wine Matcher’. 

My wine cellar

7.0 – Overview
7.1  – Editing wine information
7.2 – Placing wine orders
7.3 – Advanced functions 

7.0 Overview

Wineally allows you to view detailed information about all the wines available in your restaurant such as the name, place of origin, colour, vintage, producer, financial particulars, bottle size and current stock level, all in one place that also gives you easy access to more detailed wine information and the ability to place orders for additional stock. This section is called ‘My wine cellar’ and can be found in the main menu. 

All the wines you have registered in Wineally will be displayed in this section which may be divided into multiple pages depending on the range of your wine inventory. This can be easily controlled using the ‘Results per page’ feature at the bottom left of the page, by clicking on the number of results you wish to be displayed per page: 10, 50, 100 or 200.  

At the top of the page, you will see a title for each filter, and these allow you to sort the wines in your wine cellar by any of the categories in either ascending or descending order, by clicking on your preferred category once for ascending order or twice for descending order.

7.1 Editing wine information

In the ‘Wine’ column of the main table of ‘My wine cellar’ you will see the names of your registered wines. Each name can be clicked on, to open the associated ‘wine card’ that shows all the detailed information about that specific wine. 

From this wine card you can also open the ‘Edit wine information’-tab as shown below.

Once you have clicked on ‘Edit wine information’ you will be able to adjust many of the wine’s attributes such as price, storage location and others. You can also add specific dish recommendations to the wine if your restaurant has a sommelier and they have given suggestions for a matching dish. It is here you will also find the option to ‘Delete wine from cellar’ which would only be used if you have stopped stocking this wine and intend never to stock it again. If you are temporarily not stocking a wine for any reason, then you can just change the stock level to 0 and it will no longer appear in the ‘Wine Matcher’. Remember to click ‘Save’ in the bottom right if you have made any changes to the wine. 

7.2 Placing wine orders

Placing wine orders through Wineally is done via the main table in the ‘My wine cellar’-section. On the far right of the table, each wine has a ‘Buy’-button that allows you to order additional stock for any of your registered wines.  

By clicking on the ‘Buy’-button for one or more wines, you will be given the option via pop-up to order more stock by clicking on ‘Create purchase orders’ once you have selected all the wines you need more stock of. Wineally will generate one or more orders, depending on how many of your wine suppliers would be involved in supplying the wines you selected. Each order will require you to enter the number of bottles you wish to order and confirm the price per bottle is correct. Wineally will enter the date of the order and the total price automatically. The estimated delivery date will depend on what you have entered for that supplier on the ‘Wine suppliers’-section. Finally, your options will be to either ‘Cancel’ or ‘Send order’ depending on whether you are happy with each of the orders you have added.  

If you click ‘Cancel’ that partially order will be deleted. If you click ‘Send order’ the order will be sent to the e-mail you have entered for that wine supplier. More details on what happens once your order is sent can be found in the next chapter (Chapter 8).

7.3 Advanced functions

The ‘My wine cellar’-section contains an important set of features at the bottom left below the main table that looks like the image below. 

Each of these features will be highly useful for managing your restaurant’s wines. 

Download Wine data – Clicking this button will download all the information in the ‘My wine cellar’ table into an Excel spreadsheet, giving you access to this information on another platform and summarising the nature and value of your current wine stock. This will be useful for insurance purposes among other things. 

Download Wine list – This button will generate and download a pdf file to display your available wines in a traditional wine list format, so that you can use it immediately in the restaurant or on your website. 

Download/Upload Price Excel – If you are going to be changing the prices of multiple wines, then these features will allow you to do this quick and easy. Click on ‘Download Price Excel’ and open the file that has been saved to your computer using Excel. Update the prices of any wines that you wish to change the price for, then save and close the file. Returning to Wineally you can use the ‘Upload Price Excel’-button to upload the file you just edited into Wineally and all the new prices will be imported. 

Orders

8.0 – Overview
8.1  – Completing orders
8.2 – Canceling an order

The ‘Orders’ section of Wineally will make the process of keeping the wines on your wine list available simple. The ‘Orders’ section of Wineally is closely linked to the ‘My wine cellar’ section as wine inventory orders are placed via ‘My wine cellar’ and then tracked via ‘Orders’. It is very important that all orders are created in Wineally for all features of the business system to function correctly.  

If you have suppliers who do not accept wine orders via email for instance because they:  

  • Only accept order by phone. 
  • Only accept orders in their extranet. 
  • Only accept orders in other purchasing systems.  

For these suppliers you need to add the email address to the person in your organisation who is responsible for placing these orders so they get notified and can keep track of the delivery.  

When an order has been placed in Wineally you need to make sure to complete all the delivery steps shown in the system and add the wines to your inventory.


 

8.0 Overview

The ‘Orders’-section of Wineally is closely connected to the ‘My wine cellar’-section as wine orders are placed via ‘My wine cellar’ and then tracked in the ‘Orders’-section. The ‘Orders’-section is where you can track your ongoing wine orders, complete them when they arrive and view finalized. It is also connected with the ‘Wine inventory status’-section as stock is added to your inventory automatically when you complete orders in Wineally. 

You can access this section of Wineally by opening the main menu and clicking on ‘Orders’. The ‘Orders’-section is divided into two tabs ‘Ongoing’ and ‘Finalized’.  

The ‘Ongoing’-tab will show all placed orders that have neither been completed nor cancelled whereas the ‘Finalized’-tab displays a list of all completed and cancelled orders for review purposes. When your orders are delivered it is important to open the ‘Ongoing’-tab and complete them so that the new stock is added to your wine inventory in Wineally. 

8.1 Completing orders

When you press the ‘Send order’-button on an order, an e-mail will be sent to the e-mail address you have entered for that wine supplier. The button will then change to ‘Delivered and certified’, which you should not click on before the wines have been delivered. Once it the wines have been delivered, click on the ‘Delivered and certified’-button. The button will then change to ‘Add all to inventory’ and a second button will appear under each wine in the order called ‘Add to inventory’. If you click on ‘Delivered and certified’, all wines in the order will automatically be added to your inventory and if you click on the ‘Add to inventory’-button, only that wine from the order will be added. This is for situations when you are stocking up on wines before an event or holiday season and you don’t wish to add them to the inventory until a certain date/hour. In that situation, simply wait with clicking on the ‘Add to inventory’ on those wines. 

8.2 Canceling an order

You also have the option to cancel orders in Wineally. Simply click ‘Cancel’ on an order that you wish to cancel. If you have already clicked on the ‘Send order’-button on the order you wish to cancel, you will need to first contact the wine supplier that received the order and then confirm it in the pop-up that appears after you have clicked ‘Cancel’.

Wine Matcher

9.0 – Overview
9.1  – Guests using Wineally
9.2 – Matching wine & dishes
9.3 – Table management
9.4 – Adding dishes to a table
9.5 – Guest preferences
9.6 – Wine matching
9.7 – Up-services
9.8 – Filters
9.9 – Matching food to wine

9.0 Overview

For you to get the most out of the Wineally Business System it is important that the Wine Matcher is used correctly. You must make sure that all wine sales are your registered in the Wine Sales otherwise you will not get accurate statistic nor your guests the best wine and dine experience possible.  

Make sure your staff know how the Wine Matcher works and the routines around it. All service staff needs to see Waiter tutorials and if you have any questions, you can always find more information in our User Guides.  

There might be situations where your staff does not use the Wine Matcher for your guests, some examples would be:  

  • Guests matching wine themselves/already know what they want to order. 
  • Takeaway orders. 
  • If you have separate lunch and dinner menus.  
  • Guests ordering wine without food.  
  • Wine orders from other tables then your own.  

When these wine sales occur, they still need to be added in the Wine Matcher for the system to work correctly. The easiest way to do this is to open a new table in the Wine Matcher register the wine sales as usual but without matching.  

The Wine Matcher is where you match wine with food. It allows you to find the best possible wine based on dishes available or vice versa. You can add personal preferences such as price range, grapes, country, region, colour, organic etc. to find the best match for any situation. Every wine and dish in Wineally are assigned Wine or Dish DNAs that enable the Wine Matcher to find the perfect match and for you to deliver the best wine & dine experience possible to your guests. The Wine Matcher forms the core of the Wineally system for restaurants and will help you to provide and experience great food and wine matches every time. As with the whole Wineally system, you can use it on any device and pairing of wine with dishes can be done both by the floor staff or by the guests themselves.   

9.1 Guests using Wineally

The Wine Matcher enables your guests to pair wines and dishes available at your restaurant based on their personal preferences using their own device. When this is the case, it is important that you still use your own Wineally account to register the order. Otherwise, you will not get the important wine data and the automatic updating wine inventory status that Wineally offers.  

If you are having troubles finding the guests chosen wine, you can use the wine filters to easily find it. Ask how they matched and what the producer name is. Then do the matching on your own device and add the number of bottles/glasses they want.  

If Wineally is not used for taking all orders in your restaurant, simply follow your normal procedures for taking orders. In order for your guests to see accurate information when using the Wineally consumer app it is very important to update your Wineally inventory when a wine is sold out.   

9.2 Matching wine & dishes

The Wine Matcher forms the core of the Wineally system and will help your guests to experience great wine and food matches every time they visit or order takeaway (wine & dishes). You can find it by opening the menu and selecting ‘Wine Matcher’. The section will appear empty when opened because you have no active tables open in the system. To begin using the Wine Matcher to match wine & dishes you will need to add a table. 

The Wine Matcher is where you take the order from tables and help guests pick the best possible wine based on their food and wine preferences (price, grape, country, etc).  

9.3 Table management

To add a table in the Wine Matcher, click the ‘Add table’-button and the system will prompt you to enter the name of the table.

You can add as many tables as required by repeating this process. For each table added you will see three associated buttons towards the right of your screen. The ‘Open table’-button is used when you wish to start taking an order from that table, the ‘Close table’-button which clears all information from the table and submits it to your restaurant’s Wineally statistics. Always close the table when the guest has left. And finally the ‘Trash can’-icon that allows you to delete a table without saving any of the information. Deleting a table is used in situations where you entered the wrong table name or when your shift is done and you wish to completely remove it from the ‘Tables’-section.

Once you have finished adding food and wine to a table, you can return to the previous page by clicking on ‘Back to tables’ in the top left of the Wine Matcher, where you will be able to add or open other tables as more guests arrive. You can return to a table to add more food & wine as many times as needed. To keep your statistics as accurate as possible, with regards to the amount of wine purchased per table, it is strongly recommended that only a single user tracks a specific table. If that table orders more wine through another waiter, then the waiter taking the additional order should tell the person responsible for the table so that the wine ordered can be added to your table. 

Note that if you delete a table, any associated information with that table will be lost so the Wineally system will prompt you to confirm that you want to delete the table and associated information.  

9.4 Adding dishes to a table

To begin using the Wine Matcher, add the dish/es to the table that your guests would like to order. Click on the ‘Open table’-button for the relevant table and you will be presented with a number of drop-down lists that displays the available dish and beverage (other than wines) categories. Above this section you have a ‘Notes’-field available in case you need to make a note of something like special requests (well-done, a salad instead of fries, etc.) which can be opened simply by clicking on the field.  

Click on a dish category such as ‘Starters’ to see the list of available starters, their prices and an ‘Add to table’-button for each dish that allows you to add the dish to the table’s order. Select the dishes that have been ordered from the drop-downs and add them to the order, they will now be displayed in the top box of the Wine Matcher. Each dish that has been added to the table will have a quantity column with add or subtract icons, allowing you to manage multiples of the same dish that may occur at larger tables. With the dishes added to the table you can now start matching them with wines. Each dish that has been added to the table has a checkbox on the right side of its row in the ‘Match wine’-column. These checkboxes will determine which of the dishes you want the Wine Matcher to find matching wines for. 

9.5 Guest preferences

To make sure the guest will get the best wine & dine experience by asking if they have any specific wine preferences, for example price range, grape, country, organic?  

99 % of your guests will probably have limited knowledge regarding wine but even the 1 % who are wine experts will probably be interested in what Wineally will recommend and they may have their own opinions about which wine will match best with the food they are ordering and what they feel like drinking so remember not to push them.  

Even if most guests are not wine experts, they still probably have an opinion about price. Simply ask what the price range preference is and explain that Wineally will find the best matching wine within that limit. You can then use the ‘Price Range’ filter to display only results within their price preferences, note that this filters only applies to price per bottle not glass. If there are multiple wines with the same suitability score, the lowest priced of the top 3 wines is always shown at the top. A good idea might be to present the 3 wines to the guest by telling them the names, producers and prices. The most expensive wine you present will still be within the requested price range, and wines in the higher end of the spectrum will probably be of a better quality and therefore may be the best choice for your guest.  

When asking about filters or preferences please make sure you don’t push inexperienced guests to answer a lot of questions they might not understand. If they don’t know much about wine, simply match their dishes and recommend some of the top results for those dishes. 

9.6 Wine matching

To match wines with dishes you select which dishes you would like to match using the checkboxes in the ‘Match wine’ column, add the guest preferences under filters and then click the ‘Show wines’ button at the bottom of the Wine Matcher section, Wineally will display the wines that match best with whichever dishes you have selected under ‘Match wine’. 

If you want to perform multiple matches, remember to first uncheck the box of the dish you have matched and checked the box by the next dish.   

In the example below, two dishes that have been added to the table have been selected for wine matching as shown in the image: 

The Wine Matcher finds the best matching wines, presents the top 3 and gives you a % match for each based on how well the dish DNA from the selected dishes matches with the wine DNA of the available wines filtered by the wine preferences, if any, of the guest.  

Always present the top 3. If, for some reason, the guest doesn’t pick one of them then you can click on ‘show more wines’ to see 10 more options but the further down the list you go, the less of a perfect match you will see. If the wines at the top of the list are not being selected by the guest and you are needing to scroll down to see less suitable matches, then perhaps there is a filter you can use to help the guest find the perfect match for them. 

Each wine has buttons on the right of the screen allowing you to add that wine to the table either by the glass (if the wine is served by the glass) or the bottle. The displayed wine information, prices and suitability should help your guests to make the right wine decision for the selected dishes. 

If the guest has some basic questions about the wine, then you can open up the ‘wine card’. Each wine has a drop-down box you can access by clicking on the downwards pointing arrow icon below its price.  

Within this ‘wine card’ you can find detailed information about the wine such as the alcohol percentage, grape type and more. This information will help you to build up your knowledge about that wine and assist guests who have more specific questions about a wine as well as see the best serving temperature or which type of glass is most appropriate for that wine via the wine glasses graphic. Most guests will not be interested in detailed information about the wine but having this level of information available at your fingertips allows you to present a level of expertise that would normally take years of training.

The more dishes you select for wine matching the more challenging it may become to perfectly match a single wine to them. You can always discuss this with your guests if they are ordering a variety of dishes with significantly different flavour profiles – it may provide a better food and wine experience if they order different wines to accompany different dishes. 

Don’t assume that everyone wants that steak and that red wine that you know is a great match. Just because you and many other guests, and Wineally, think it is a great match it might not be for the guests at your table. There are millions of wines and billions of wine consumers with different taste and preferences on each occasion. We therefore recommend you have a humble approach and use Wineally to make your guests become comfortable and have great wine & dine experiences. That’s why they are at your table and that is the service they want you to give them. 

9.7 Up-services

Since we know that the dish + wine + guest’s wine preferences will result in a great wine & dine experience, you can offer some up-services: 

Start by asking if they enjoyed the wine. If you get a clear yes, then ask “Would you like a bottle-to-go, at takeaway price of course?” If your restaurant offers the wine for takeaway, you can add it to the table’s order via the ‘Add takeaway bottle’ button at the bottom of the wine card. This wine card can be opened by clicking on the wine name in the table’s order.

Ask if the guests want to have the wine information sent to them. For guests who answer yes, go to the wine card where you click on the email button in the bottom left corner. Simply enter the guest’s email address when prompted and click ‘send’ and the wine information will be sent to them via email. 

By providing additional services like a bottle to go, wine for takeaway and the provision of detailed wine information to its guests a restaurant can significantly enhance its service offering and increase the satisfaction of your guests. 

9.8 Filters

Below ‘Dishes & Other Beverages’ you can find a selection of filters you can make use of to help your guests find the perfect wine according to their preferences. The filters for country, grapes, colour and price range will always be shown and should be sufficient for the majority if your guests. If you click on ‘Show more filters’ you will see all of the options, you have available to help match wines to your guests’ personal preferences. All filters might not be applicable for wines at your restaurant and when you open a filter you will only see the options available in your wine cellar. 

As shown in the above image, there are a variety of ways you can filter the wine options available, allowing you to cater to any requirements or preferences. It is important to remember however that by applying filters you are removing wines that may match well with the selected dishes and if many filters have been applied it could be worth discussing this with your guests as such a narrow range might restrict their chances of that perfect food & wine experience. 

9.9 Matching food to wine

It is also possible to use the Wine Matcher to match food to wines rather than the matching of wine to food as discussed in the wine matching section of this guide. If you create a table and then click on the ‘show wines’ option before adding any dishes, Wineally will display all available wines and you can use the filters to help narrow down your guests’ wine preferences. By clicking on the wine´s name you can open the wine’s ‘Wine card’ and view the detailed information about that wine along with the 3 best matching dishes. You can click on the dish names here to add them directly to the table’s order. Whether you are matching wines with dishes or dishes with wines, the Wine Matcher will help you to deliver a perfect wine and dine experience to your guests. 

Wine inventory status

10.0 – Overview
10.1  – Taking & managing wine inventory

10.0 Overview

This section gives you the tools you need to accurately maintain your restaurant’s wine inventory records in Wineally and can be found under ‘Wine inventory status’ in the main menu. The core feature of this section is the data table in the centre of the page. By default, this table will show a list of all your wines along with the number of bottles you have in stock of each. You can view this data in table view or card view by clicking on the tabs of the same names just above the data and to the left of the screen. If you only wish to view part of your wine selection you can use the assortment of filters provided. Simply click ‘Show more filters’ and you will be presented with the filters displayed below, allowing you to be as specific a segment of your wine inventory as you require. 

If you wish to view a greater or lesser number of results per page, you can find controls for this below the data table and to the left. 

Regular and correct usage of Wine cellar inventory within Wineally will give you control over your wine inventory. Using simple methods for updating the system when performing a physical inventory check, combined with automated tracking of incoming (through orders) and outgoing (through the Wine Matcher sales) stock you will be able to quickly and conveniently identify any wastage that occurs. The more frequently you keep your Wine cellar inventory updated the tighter control you will have over your stock, but it is recommended you update this at least monthly to gain the full benefits of the system. 

10.1 Taking & managing wine inventory

One key advantage of the ‘Wine inventory status’ table is that the fields displaying the numbers of bottles are fully editable, allowing you to update these quickly and easily on your mobile device when conducting a physical inventory check or on a computer afterwards. Each field has an up and down arrow button inside it, allowing you to increase or decrease the number of bottles by 1 with a single click, alternately you can just type the new value into the field if the change is significant. You will also notice a field for recording the storage location of each wine (in case you have multiple) and a field that automatically records when an inventory entry was last updated. The latter of these will help you to make sure that all your inventory data is accurate and up to date. If a wine reaches an inventory level of 0 then it will no longer be displayed as an option within the Wine Matcher, but it will remain within the Wineally system for restocking. 

Wineally automatically updates your ‘Wine cellar inventory’ when bottles are purchased through the Wine Matcher. This means that when you do inventory checks you will only need to compare the difference in number of bottles with the number of glasses of that wine that were sold. By completing inventory checks frequently and using Wineally correctly you will be able to keep extremely accurate control over your wine inventory and dramatically reduce waste.